Executive Assistant

Ontra, LLC; Newport Beach, Northern (CA, KY); Hybrid; USD 85,000 - 125,000; Full time

Benefits offered by this job

Remote-first policy

Team offsites

Paid time off

Parental leave and benefits

Retirement contributions

Phone and internet reimbursement

Learning and development resources

Job summary

Ontra, LLC is seeking an Executive Assistant to support our CEO in a hybrid, remote-first environment with regular travel to the 92625 area. You will manage the CEO’s calendar, coordinate international travel, and handle confidential communications with discretion while juggling personal and professional priorities.

The role requires 4+ years supporting C-suite executives, strong organizational and communication skills, and comfort with AI-assisted workflows.

Qualifications

• 4+ years supporting C-suite executives in an administrative role.
• Proficiency with Google Suite (Gmail, Calendar, Sheets) preferred.
• Willingness to commute regularly to 92625; own transport and valid license required.
• Confidential handling of sensitive information with discretion.
• Ability to anticipate needs and solve problems with minimal guidance.
• Experience using AI tools to streamline executive workflows.

Responsibilities

• Own the CEO's daily calendar, schedule meetings, resolve conflicts, and prep materials.
• Coordinate all domestic and international travel with logistics and bookings.
• Manage miscellaneous admin tasks to free up executive time.
• Handle personal projects for the CEO and vendor coordination.
• Build relationships with internal and external stakeholders and manage correspondence.
• Prioritize requests and monitor follow-ups to improve responsiveness.
• Conduct research and prepare reports or presentations as required.
• Leverage AI tools to automate routine work and maintain confidentiality.

Skills

Calendar management

Travel coordination

Administrative support

Confidentiality

AI tools

Communication

Project management

Vendor coordination

Tools

Google Suite

Gmail

Google Calendar

Google Sheets

Job description

About Ontra
Ontra is the leader in AI-powered solutions for the private markets. Powered by industry-leading AI, data from over 2 million contracts, and a global network of legal professionals, Ontra automates critical private market workflows across the fund lifecycle. Ontra’s solutions transform unstructured data trapped in static documents into actionable intelligence, enabling firms to accelerate contracts, streamline compliance, and automate entity management. Trusted by more than 1,000 global GPs, investment banks, law firms, and advisors – including nine of the top ten PEI-ranked firms worldwide – Ontra helps firms focus on what’s important.

Our Culture

Ontra is built for people who want real ownership from day one in a remote-first environment that’s built to support it. Our customers are sophisticated, and our work reflects that. AI is engrained in how we work, and curiosity about it is part of who we are.

Ontranauts are sharp, genuinely collaborative, and invested in each other's success. They are excellent at what they do and even better to work with. That combination is rare, and we don't take it for granted. Learn more about our values.

For this job, we are only considering candidates based in Orange County. This is a hybrid role requiring regular commuting to the 92625 area a few times per week.

About the Role

Ontra is seeking an Executive Assistant to support our CEO. This role will report directly to the Manager, Executive Operations.

We're looking for someone excited to manage a fast-moving executive calendar, coordinate complex domestic and international travel, serve as a trusted point of contact between our CEO and key stakeholders, and juggle a mix of professional and personal priorities with polish, discretion, and enthusiasm.

If you have exceptional multitasking abilities, strong communication skills, and the capacity to handle confidential information with integrity and discretion, we'd love to get to know you.

What You'll Do

• Calendar Management: Own the CEO's daily calendar, scheduling meetings and appointments, resolving conflicts, preparing meeting materials, and ensuring all attendees are up-to-speed.

• Travel Coordination: Coordinate and arrange all professional and personal travel, including hotels, transportation, meal coordination, meeting logistics, and group activity planning for domestic and international destinations.

• Administrative Duties: Manage additional administrative duties, including running errands, planning social events, booking appointments, expenses, and other everyday tasks required to free up capacity for the executive.

• Personal Assistant Duties: Manage a broad scope of personal projects for Ontra's CEO, including home and car maintenance, vacation research and booking, party planning, and vendor coordination.

• Relationship Building: Nurture personal and professional relationships and serve as a primary point of contact between the CEO and his internal and external networks through thoughtful, professional, and timely communications and gifting.

• Correspondence: Handle all correspondence, emails, and phone calls, responding on behalf of the CEO when necessary and ensuring appropriate follow up to enhance efficiency and improve responsiveness.

• Prioritize Requests: Organize and prioritize incoming requests and information, delegating when appropriate and ensuring tasks are completed efficiently.

• Research Projects: Conduct research, compile data, and prepare reports or presentations as required by the executive.

• AI-Enabled Workflows: Leverage AI tools to streamline and automate recurring work such as inbox triage, meeting prep, travel itineraries, and research, freeing up time for high-judgment, high-touch support.

• Confidentiality: Maintain a high level of confidentiality and discretion in handling sensitive information and situations.

• Team Coverage: Step in as administrative coverage for other Ontra executives as needed.

What You'll Bring

• Experience: 4+ years supporting C-suite executives in an administrative position.

• Administrative Expertise: Demonstrated understanding and application of a variety of administrative software and procedures, with Google Suite experience preferred, particularly Gmail, Google Calendar, and Google Sheets.

• Logistical Components: Must be willing to commute to 92625 on a frequent basis, at least a few times a week; must have regular access to reliable personal transportation, possess a valid driver's license, and maintain active auto insurance coverage with a minimum of 100k/300k limits; and must be comfortable around dogs and children.

• Confidentiality And Discretion: Commitment to maintaining confidentiality and discretion when presented with sensitive information, such as personal details, financial information, and business plans.

• Problem Solving: Natural ability to anticipate and resolve administrative and other problems with little to no guidance.

• AI & Technical Acumen: Proven track record of using AI to streamline and support executive-level work, plus the judgment to know when a task needs a human touch and the discretion to handle sensitive information responsibly with AI tools.

• Attention To Detail: Extreme regard for detail and commitment to flawless work.

• Communication: Demonstrated ability to communicate in a clear, concise, thoughtful, and effective manner, possessing the intellect, maturity, sophistication, and self-awareness to engage effectively with executive and board level stakeholders.

• Project Management: Ability to manage complex projects involving cross-functional stakeholders, vendors, and outside resources.

Hiring Locations

We currently hire exclusively in the locations listed below. Select jobs may have more specific location requirements due to business needs.

United States

Arizona, California, Colorado, Connecticut, Florida, Georgia, Illinois, Kansas, Maryland, Massachusetts, Minnesota, Nevada, New Jersey, New York, North Carolina, Ohio, Oregon, Pennsylvania, Rhode Island, Tennessee, Texas, Utah, Virginia, Washington

APAC

Hong Kong

EMEA

United Kingdom

Benefits Snapshot

• Remote-first working policy, with office hubs in NYC, Santa Barbara, and London

• Twice yearly team offsites for in-person collaboration

• Paid flexible time off policy

• Paid parental leave and benefits

• Employer-supported retirement contributions, varying by country

• Monthly phone and internet reimbursement

• Company-sponsored learning and development resources, department budgets for professional development, and a robust onboarding program

• Various options for medical, dental, and vision insurance

Travel

Occasional travel is required for Ontra employees, including typically at least twice per year to attend team and larger group off-sites for in-person collaboration. For some roles, additional travel may be required based on the requirements of the role and business need.

Inclusivity

Ontra is committed to the full inclusion of all qualified individuals. As part of this commitment, Ontra will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact [e-mail].

Personnel Privacy Notice: View here.

Note on Employment Verification: All employees hired will be required to verify identity and eligibility to work in their particular location.

Note to External Agencies: We are not accepting any blind submissions or resumes/CVs from recruitment agencies. Any candidates sent to Ontra will NOT be accepted or considered as a submission without a signed agreement in place.